Title
Discuss and consider action to approve a purchase and license agreement with Spillman Technologies, Inc. for software, professional services and hardware in the amount of $1,197,626 associated with the Pflugerville Police Department's CAD/RMS Software and system project and authorizing the City Manager to execute same.
Summary
This contract covers the replacement of our current Tyler Technologies CAD/RMS System which has been operating for over ten years and has become unreliable in many areas. Spillman Technologies offers state of the art and reliable Computer Aided Dispatch, Records Management, Mobile Data Computing, Resource Management, and interfaces which are vital to every public safety agency.
Spillman Technologies Software is purchased as a site license which allows for additional agency growth and upgrades without any additional cost. The first year maintenance is included in the purchase price. Subsequent annual maintenance cost is projected at $125,000.00 year. This amount will be shown in the annual Police Department operating budget in the maintenance agreements line item beginning in Fiscal Year 2018.
Status
Departmental staff began review of five public safety software vendors in 2014 and the field was narrowed to Spillman and Tri-tech in late 2015. In 2016, Spillman was selected unanimously by the committee as the top vendor due to their site licensing, reputation, support, and suite of products. They are also a member of the Texas Department of Information Resources purchasing coalition.
The City Attorney has reviewed the agreement and makes the following note: "We would like to note that the language regarding indemnification that Spillman worked out with the Texas Department of Information Services limits Spillman’s liability in most respects to the amount the City has paid them during the preceding 12 months. Intellectual property has been excepted from that limitation. Although this language is not typical, it is not language which Spillman is willing to negotiate and Chief Hooker is aware of this. With the above understanding, the contract is approved as to form for execution."
The Appendix D language in the title refers back to Spillman’s contract with the Texas Department of Information Resources.
Deadline for City Council Action
Staff requests approval at this meeting in order to expedite the issuance of the purchase order.
Fiscal Impact
The purchase amount of $1,197,626.00 will be paid through the issuance of Certificates of Obligation (CO's) which were initiated with a notice of intent resolution approved by the City Council on May 10, 2016. During that same meeting a reimbursement resolution was approved which allows reimbursement to the City for expenses related to the CO's prior to the funding of the issue. The approval of the preliminary official statement related to this CO issuance was considered earlier on this council agenda.
Staff recommendation
Authorize the City Manager to purchase the Spillman Technologies, Inc. software, professional services, licensing, and hardware in the amount of $1,197,626.00.
Drafter
Chuck Hooker
Police Chief